Med Center QuickStart

7/30/2019 Med Center QuickStart

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Med-CenterQuick Start

Database Constructs Page 1 of 12

Med-Center Versions 3.x & 4.x

Med-Center Quick Start

Contents

1 INTRODUCTION................................................................................................... 2

1.1 INSTALLATION AND START-UP OF MED-CENTER................................................... 3

1.2 LOGIN TO MED-CENTER....................................................................................... 3

2 USING THE TOOLBAR, MENU ITEMS, AND BUTTONS................................ 3

2.1 TOOLBAR& RELATIONSHIP TO MODULES............................................................. 32.2 STANDARD MENU ITEMS ...................................................................................... 6

2.3 STANDARD BUTTONS ........................................................................................... 82.4 SHORTCUTS AND TIPS........................................................................................... 9

2.5 VIEWER............................................................................................................. 10

3 EXAMPLE DATABASE....................................................................................... 10

4 REFERENCE DOCUMENTATION AND INFORMATION............................. 12


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1 IntroductionWelcome to the Quick Start guide for the Med-Center practice management system. Thisguide covers the topics for individuals just getting started with Med-Center.

Med-Center was designed to be simple, yet powerful at the same time. Complexprograms that cant be used except by computer specialists can be very unproductive in ahectic practice environment. It needs to be intuitive and easy to use, requiring minimal

training and low cost administration. It also needs to meet the growing needs of thepractice, in a powerful robust way.

Med-Center is available as two distinct products that allow it to be used in small single-

user physician practices or in larger clinical settings. Functionality is identical betweenthe two and contains technologies that allow easy migration from one to the other. Thus,

a growing physician-run practice could easily upgrade to support multiple office staff

without having to switch to another system. This quick start guide applies to both thesingle-user and client-server versions except where noted.

Windows and Macintosh versions of Med-Center operate identically as well. If a serverversion of Med-Center is installed (Windows or Macintosh), client connections can

support both PCs and Macs on the network simultaneously. Med-Center manages theseclients seamlessly while presenting the same information in the same way throughout the


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Med-Center Buttons:

The toolbar buttons available in the Med-Center module are covered below. In general,they bring up a list of the data from the tables they correspond to. Thus, to list all

Patients, simply press the Patients button. Once listed, double clicking on a

patient will bring up the patients record for review and editing.

Patient List of all patients

Cases List of cases for all patients

Claims List of submitted or pending claims

Payments List of payments received

Staff List of staff members

Appointments / Scheduling Appointments scheduled for doctors or

clinicians

Waiting Patients Shows waiting patients for all clinic departments

Prescriptions Prescription writing

Accounting Buttons:The Accounting module records general ledger transactions between the user definable

accounts. Accounts (as defined in the Chart of Accounts) can include: AccountsReceivable, bank or credit card accounts, asset or liability accounts, Accounts Payable,

equity accounts, revenue accounts, and expense accounts. The accounting module isintimately linked with the Med-Center module so that Med-Center transactions are

automatically posted to the accounting module.

The toolbar buttons available in the Accounting module are covered below. In general,they allow display of the Chart of Accounts, and the means to post transactions to the

accounts (i.e., Deposits, Payments, etc.).

Accounts List the Chart of Accounts

Payments List of payments

Deposits Make deposits to bank accounts

Checks Write/record checks


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General Journal Record a general journal transfer between accounts

Records Manager Buttons:

The Records Manager module is used to track and maintain other non-patient related

records that are still critical to the management of the practice. This could includebusiness finance records, litigation, tax information, and other vital records. In somecircumstances, the scope of this job could become large enough to retain a certified

records manager that understands the requirements for records retention andmanagement.

The toolbar buttons available in the Records Manager module are covered below. In

general, they bring up a list of the data from the tables they correspond to. Thus, to list

all the Records, simply press the Records button.

Records List of documents under retention schedule control

Retention Schedule List of retention schedule items

Filing System List of file systems

Administration Buttons:

The toolbar buttons available in the Administration module are covered below.

Administration functions are discussed in detail in the Administrators guide.

Lists List of list items (i.e., common text for pop-ups and pull-down

menus)

Problem Reporting Log List problem reports and resolution activity

Import / Export of Tables and Lists Import/Export functionality

Users and Groups Definition of users, groups, and privileges

Web Server Activate the web server for the Med-Center/Web add-on

EDI Segments List of EDI segment definitions for electronic interchange

Activity Log Record of changes for important tables(Accounts/Cases/Claims)


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2.2 Standard Menu ItemsThe standard menu items allow application functions to be performed. In general, these

functions are also available by selecting the icons as discussed in the previous section. Insome cases, these functions apply to the front-most window being displayed. An

example of this would be when a list of Cases is being displayed and the CustomSearch menu item is selected. The custom search, when completed, would apply the

search criteria to the displayed list.

File Menu

File menu items address higher level activities for users of the

database.

Preferences: Display or set program preferences

User Information: Allows current user to view/modify their staff info

Change Password: Change password used at login

Switch to New User: Prompt for login of different user

Toggle Tool Bar: Switches the tool bar on or offToggle Tips: Turns the help tips on or off

Database Properties: Displays summary of database information

Update License: Allows entry of license number for license expansion

Messenger: Messenger (Chat) system between logged in usersReport Problems: Allows submittal of problem reports to administration

Page Setup: Displays Page Setup dialog

Print: Print the selected set of records

Quit: Terminate the session


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Tables Menu

Tables menu items will display records from the database.

Viewer: The viewer allows quick selection of records for display/edit

AutoText: AutoText allows quick entry of text (for selected fields)

Patients: Displays the Patient listing

Cases: Displays the Cases listingTransactions: Displays the Transactions listing

Claims: Displays the Claims listing

Payments: Displays the Payments listing

Appointments: Displays the Appointments listing

Procedures: Displays the Procedures listing

Carriers: Displays the Carriers listing

Carrier Fees: Displays the Carrier Fees listingCarrier Formularies: Displays the Carrier Formularies listing

Referrers: Displays the Referrers listing

Diagnoses: Displays the Diagnoses listing

Employers: Displays the Employers listing

Records: Displays the Records listingRetention Schedules: Displays the Retention Schedules listing

Filing Systems: Displays the Filing Systems listing

People: Displays the People listing

Departments: Displays the Departments listingStaff: Displays the Staff listing

Report Templates: Displays the Report Templates listing

Queries Menu

More properly, this set of menu items add, delete, sort and query

the database and apply the action to the front-most window (setof records) being displayed.

All Records: Selects (and displays) all the records for the active window

Custom Search: Allows custom query (including complex searches)

Add Records: Add records in current table being displayedDelete Records: Delete selected records in current table being displayed

Sort Ascending: Sort according to default sort key (ascending)

Sort Descending: Sort according to default sort key (descending)

Custom Sort: Define custom sort to apply to current table being

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Selection Menu

These menu items control the selection of records for the current

table being displayed. Complex queries can be combined withselection functions to obtain a multitude of desired record

selections.

Show Selection: Highlighted records are shown in the selection

Omit Selection: Highlighted records are omitted from selection

Save Selection: Highlighted records (their pointers) are saved to disk

Load Selection: Highlighted records (their pointers) are loaded from disk

Store Set: Store the selection as a set in memory (buffer)Set Plus Selection: Take set and add selection (Union)

Set Minus Selection: Take set and subtract any common items

(Difference)

Set Intersect Selection: Take common records in set & selection

(Intersect)

Display Set: Display the buffer set and make the current selection

Clear Set: Clear the set from the buffer

Reports\Charts Menu

Reports, charts and custom reports are shown in this menu list.

Super Report: Calls SuperReport module for custom report definition

Quick Report Editor: Similar to SuperReports, but quicker/easier

Label Editor: Defines custom label layouts

Chart Wizard: Defines custom charts for plotting of data

** Below the double line Super Reports that have been defined by

users and apply to the current list of records

2.3 Standard ButtonsStandard buttons are used throughout the application to help provide a uniform easy-to-

use interface. Some of the buttons have keyboard equivalents or Menu item equivalents.

List Header Buttons:

Input Header Buttons:

Cancel Modification of Record (Shortcut: Esc key on keyboard)

Validate Modification / Entry of Record (Shortcut: Enter key on

keyboard). Note that holding the control key down while clicking onthe save button will also save the record but will not automatically

close the entry form.

Delete Record

First Record, Previous Record, Next Record, Last Record


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drilling down to related records. Use this key often when reviewing records with nointention of saving them.

The "Enter" Key

The "Enter" key on the keyboard allows you to save data entry modifications whenmodifying records.

The "Tab" Key

The "Tab" key will move to the next enterable field while entering data for a record.Holding down the "Shift" key and pressing "Tab" will reverse the movement to the

previous enterable field.

The use of the "Double Click"

Double clicking on a record within a list or sub-form list will bring up that record and

display it in a detail entry form. If privileges allow, the record can be edited and saved.If the record was listed in a sub-form list, the record will be displayed in a read-only

mode. For editing of records listed in a sub-form list, click on the magnifying glass icon

if that option exists for that sub-form list. The "Double Click" is handy when usedwith the "Escape" key for quickly viewing data records and returning to a higher level

without modifying the record.

2.5 ViewerThe Viewer allows quick selection of a patient and their cases. The first fewcharacters of the patients name can be entered and the first matching patient will be

selected and their cases displayed. The wildcard character @ may also be entered towiden the search. For example, typing @Linda will find the first patient in the list with

the name (or partial name) of Linda. Double clicking on either a patient or case willbring that individuals information up in a separate window. Table fields can also be

quickly searched using the All Tables tab.

3 Example DatabaseAn example database containing typical practice information has been included with theapplication. This allows new users to quickly explore the features and functions of the

Med-Center system. When you are ready to use the system within your own practice, itis recommended that you start with the data file named Med-Center_Starter (This can


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be downloaded from the Database Constructs web site). Note that the supporting tablesof information (i.e., Carriers, Carrier Fees, Carrier Formularies, Procedures, Diagnoses,

and Employers will need to be created and tailored to your specific location and practiceneeds. For a database created from scratch, the table for EDI data will need to be loaded

with the same information as the Example database to allow electronic claims to becreated. This is discussed in more detail within the Administrators guide.


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4 Reference Documentation and InformationOther guides and reference information are available for Med-Center and are listed asfollows:

Quick Start Guide

Administrators Guide Users Guide Appendix A (4D Quick Reports, Labels, Graphs, & Backup) Appendix B (SuperReport Pro Users Guide)

Also, you might check the Database Constructs web site periodically for newly released

Med-Center versions and information:

Database Constructs web site: see www.databaseconstructs.com Brochure of Med-Center features: www.databaseconstructs.com/productsservices/product.html Download page for application: www.databaseconstructs.com/downloads.html Complete documentation at: www.databaseconstructs.com/downloads.html

Documents

Med Center QuickStart